Hr Manager 1

JOB DESCRIPTION HR MANAGER

Garment Manufacturing Company

Position: HR Manager
Department: Human Resources & Administration
Industry: Garment Manufacturing / Apparel
Reporting To: Director / Plant Head / Management
Location: Factory / Manufacturing Unit
Experience: 8–15 Years, preferably in Garment / Textile Manufacturing

1. JOB PURPOSE

To lead and manage the complete Human Resources and Industrial Relations function of the garment manufacturing unit, ensuring optimum manpower availability, effective recruitment, employee discipline, labour productivity, statutory compliance, employee engagement and a healthy industrial relationship.

The HR Manager will be responsible for right manpower at the right time, manpower cost control, hiring, retention, attendance, discipline and coordination between management and workers.

2. KEY RESPONSIBILITIES

A. Recruitment & Hiring – STRONG FOCUS

• Manage complete recruitment for workers, supervisors, staff and managerial positions.
• Prepare manpower requirements in coordination with Production, Quality, Cutting, Finishing, Stores, PPC and other departments.
• Develop effective sources for worker and staff recruitment.
• Conduct preliminary interviews and coordinate final selection.
• Maintain a ready candidate database / manpower pool for critical positions.
• Reduce recruitment turnaround time and hiring cost.
• Ensure recruitment of suitable candidates according to skill, experience and job requirements.
• Develop strategies for bulk hiring of sewing operators and production workers.
• Monitor new-joiner performance and retention.
• Conduct exit interviews and analyse reasons for employee turnover.

Key Hiring KPIs:

• Vacancy Closure Time
• Hiring Cost
• Joining Ratio
• Offer-to-Joining Ratio
• New Employee Retention
• Worker Turnover %

3. MANPOWER PLANNING

• Prepare monthly, weekly and daily manpower plans based on production requirements.
• Analyse manpower requirement department-wise, line-wise and skill-wise.
• Coordinate with Production/PPC for manpower requirements according to production targets.
• Maintain optimum manpower without unnecessary excess staffing.
• Identify manpower shortages in advance.
• Prepare Manpower Budget and Manpower Cost Plan.
• Plan manpower for new styles, new lines, seasonal production and peak periods.
• Develop skill-wise manpower matrix.
• Maintain Manpower Master / Skill Matrix for all workers.

Departments to be monitored:

• Cutting
• Sewing/Stitching
• Finishing
• Quality
• Packing
• Dispatch
• Stores
• Maintenance
• PPC
• Security
• Housekeeping
• Administration

4. MANPOWER CONTROL & PRODUCTIVITY

• Monitor daily Sanctioned vs. Actual vs. Required Manpower.
• Control unnecessary manpower and overtime.
• Monitor absenteeism department-wise and line-wise.
• Take immediate corrective action for manpower shortages.
• Track manpower productivity and utilisation.
• Coordinate with Production Managers/Supervisors regarding manpower deployment.
• Monitor worker movement between departments/lines.
• Control unauthorized absenteeism and frequent late coming.
• Develop systems for manpower deployment and replacement.
• Maintain daily manpower MIS.

Daily Manpower Report

Required | Present | Absent | Shortage | Excess | New Joining | Resignation | Overtime

5. INDUSTRIAL RELATIONS – STRONG SKILL

• Maintain healthy and professional Industrial Relations between Management, Workers and Supervisors.
• Handle worker grievances and complaints effectively.
• Resolve employee disputes before they become major issues.
• Conduct regular worker meetings.
• Maintain direct communication with workers and supervisors.
• Handle disciplinary matters professionally.
• Conduct domestic enquiries wherever required as per applicable law/company policy.
• Manage cases related to misconduct, absenteeism, indiscipline and workplace conflicts.
• Build trust between workers and management.
• Monitor employee morale and workplace environment.
• Coordinate with worker representatives where applicable.
• Maintain peaceful and productive industrial relations.

IR Focus Areas:

• Grievance Handling
• Worker Discipline
• Conflict Resolution
• Absenteeism Control
• Labour Turnover
• Worker Communication
• Employee Engagement
• Workplace Harmony

6. EMPLOYEE COMMUNICATION

• Demonstrate excellent communication skills with workers, supervisors, managers and senior management.
• Conduct daily/weekly HR communication meetings.
• Communicate company policies and management instructions clearly.
• Explain attendance, leave, salary, overtime, discipline and workplace policies to employees.
• Maintain proper communication between management and factory employees.
• Prepare HR notices, circulars, memos and official communications.
• Handle sensitive employee matters confidentially and professionally.

7. ATTENDANCE & LEAVE MANAGEMENT

• Monitor daily attendance and absenteeism.
• Analyse department-wise absenteeism.
• Implement effective absenteeism-control measures.
• Monitor late coming and early leaving.
• Ensure proper leave application and approval process.
• Coordinate with Time Office for attendance records.
• Prepare monthly attendance MIS.
• Identify habitual absenteeism and take corrective action.

8. EMPLOYEE DISCIPLINE

• Ensure implementation of company rules and HR policies.

• Issue warning letters, memos and show-cause notices when required.

• Handle cases of:

• Unauthorized absence

• Late coming

• Misconduct

• Insubordination

• Fighting

• Workplace harassment

• Theft/misuse of company property

• Policy violations

• Maintain proper disciplinary records.

• Ensure fair and consistent disciplinary action.

9. HR POLICIES & SYSTEM DEVELOPMENT

• Develop and implement HR policies suitable for the garment manufacturing environment.

• Establish proper systems for:

• Recruitment

• Joining

• Attendance

• Leave

• Performance

• Promotion

• Transfer

• Discipline

• Exit

• Employee grievance

• Review HR processes regularly and improve efficiency.

• Prepare HR SOPs and work instructions.

10. LABOUR LAW & STATUTORY COMPLIANCE

• Ensure compliance with applicable labour laws and statutory requirements.

• Maintain required HR and labour records.

• Coordinate with statutory consultants and government authorities where required.

• Monitor compliance relating to:

• Minimum wages

• Working hours

• Overtime

• PF

• ESI

• Bonus

• Gratuity

• Leave

• Registers and records

• Contract labour, where applicable

• Factory-related labour compliance

• Prepare the factory for labour inspections and customer/social compliance audits.

11. PERFORMANCE MANAGEMENT

• Develop KRA/KPI systems for employees.
• Coordinate performance appraisal.
• Identify low-performing employees.
• Implement Performance Improvement Plans where required.
• Coordinate with department heads for performance evaluation.
• Develop productivity-linked HR initiatives.

12. TRAINING & DEVELOPMENT

• Identify training requirements department-wise.

• Prepare annual/monthly training calendars.

• Coordinate training for:

• New workers

• Supervisors

• Communication skills

• Safety

• Quality awareness

• Productivity

• Discipline

• Leadership

• Workplace behaviour

• Maintain training records and effectiveness reports.

13. EMPLOYEE ENGAGEMENT & RETENTION

• Develop employee engagement activities.
• Improve worker satisfaction and retention.
• Analyse reasons for employee turnover.
• Conduct exit interviews.
• Implement retention initiatives for skilled workers.
• Recognise good performance and long-serving employees.
• Maintain positive workplace culture.

14. HR MIS & REPORTING

Prepare and submit regular HR reports to Management:

Daily

• Total Manpower
• Department-wise Attendance
• Absenteeism
• New Joining
• Resignation
• Manpower Shortage
• Overtime
• Critical HR Issues

Weekly

• Manpower Planning Report
• Recruitment Status
• Absenteeism Analysis
• Attrition Report
• Pending Vacancies
• Discipline Cases
• Worker Grievances

Monthly

• Manpower Cost
• Recruitment & Joining Analysis
• Attrition %
• Absenteeism %
• Overtime
• Labour Productivity
• Training
• Employee Engagement
• Compliance Status
• HR Dashboard

15. ADMINISTRATION RESPONSIBILITIES

• Supervise HR/Admin team.
• Coordinate factory housekeeping, security and general administration as assigned.
• Ensure discipline and proper working environment.
• Monitor employee facilities.
• Coordinate with canteen, transport, security and other support services where applicable.
• Conduct regular factory rounds and identify HR/discipline issues.

16. FACTORY HR ROUND

The HR Manager should conduct regular factory rounds and check:

• Worker attendance
• Manpower availability
• Discipline
• Uniform/PPE
• Workplace behaviour
• Worker grievances
• Safety
• Housekeeping
• Drinking water
• Toilets
• Canteen
• Working environment
• Supervisor behaviour
• Overtime
• Production manpower deployment

17. REQUIRED CORE SKILLS

Essential Skills

1. Recruitment & Hiring – Excellent
   Ability to recruit workers and staff quickly and effectively.

2. Manpower Planning – Excellent
   Ability to calculate and plan manpower according to production requirements.

3. Manpower Control – Excellent
   Ability to control absenteeism, excess manpower, overtime and manpower cost.

4. Industrial Relations – Excellent
   Strong ability to maintain peaceful and productive worker-management relations.

5. Communication – Excellent
   Strong verbal and written communication skills with workers, staff and management.

6. Negotiation & Conflict Resolution – Excellent
   Ability to handle difficult employee situations professionally.

7. Leadership – Strong
   Ability to lead HR and Admin teams.

8. Decision Making – Strong
   Ability to take timely HR decisions while balancing employee and business requirements.

9. HR MIS & Excel – Strong
   Good command of Excel, HR MIS, dashboards and manpower analysis.

10. Labour Law Knowledge – Strong
    Practical knowledge of applicable labour laws and statutory compliance.